Approved
Parks and Recreation Commission
Minutes of Meeting
Date and Time: Tuesday, November 16, 2010, 6:45 p.m.
Meeting Location: Parks and Recreation Department, 5 Broad St.
Members Present: Chairwoman Amy Everitt, Chris Burke, Leslie Tuttle, James Shea
Members Absent: Bob Callahan
Others Present: Doug Bollen, Director, Salem Parks and Recreation Dept. Steven Pinto
Recorder: Stacy Kilb
The meeting is called to order at 6:53PM
1. MEETING MINUTES—Oct. 16, 2010
A motion to approve the previous month’s minutes is made by Tuttle, seconded by Burke, and passes unanimously with the following correction: Burke is incorrectly identified as chairman on p. 6 .
2. VISITORS
Dan Shuman – Bike Race
Mr. Shuman is presenting a check for $500 for the General Common Fund. This money was raised during The Witches’ Cup race. Chairwoman Everitt accepts the check and provides a photo opportunity.
Bollen points out that next year permission to have alcohol must go thru the city council.
John Hopping – Barbecue
Mr. Hopping is the owner of Honkey’s BBQ, and is also interested in the old men’s room down at Salem Willows. Tuttle points out that it may be more polite to call it the “historic building” rather than men’s room. Mr. Hopping presents a menu and also a drawing of what the renovated building will look like and describes future renovations.
Chairwoman Everitt questions the process and Bollen says that there would need to be an RFP for a new bid since the old deadline has passed.
Burke asks if he has a business now. Mr. Hopping does; he works out of his home and caters at the locations people hire him; he has been doing this for 10 years and makes his own smokers and grills. Burke asks him how much he thinks it will cost to renovate the building and Mr. Hopping estimates $50-60K. He would like to keep it simple. He also shows some pictures of the building as it is now and describes some of the changes he would make. He would work with the building inspector and has had a carpenter also look at the building. He has also brought pictures of parties and letters of recommendation; these would get submitted with the RFP.
Shea says that they want to renovate the whole building, with a new roof and siding, and Mr. Hopping says his estimate includes the outside and inside; he feels the roof is OK for now but Shea says he put the roof on 25 years ago and would like a new one. He says that for a long-term lease, he would like more done with the exterior, especially if the Commission gives the business less expensive rent. Mr. Hopping says that if the roof leaks, he would patch it this year.
Shea says that if Mr. Hopping has a five-year lease and the roof gets damaged, the Commission does not want to pay for it.
Burke says that he likes Mr. Hopping’s practical approach in contrast to the last applicant. This applicant does not even suggest tearing the building down. Mr. Hopping is looking to expand his business.
Tuttle asks if he would do the smoking offsite; he would do it right there on the property; the smoker he would use would be larger than the one he brings to party. Cooking would take place both inside and outside, and he would like to have whole-hog competitions and demonstrations. People from down South would also attend since he has seen them come as far North as New Hampshire. He would also like to have a Blues festival and knows several people who would participate.
Chairwoman Everitt calls for a motion to open a new RFP. Shea motions, is seconded by Burke, and the motion passes unanimously.
Mr. Hopping asks when the ad will be in the paper; Bollen says it will probably be a few weeks. Mr. Hopping says this will probably turn out to be a winter project.
Community Gardens - Lisa Spence is not present but Tuttle outlines that she met with someone from Pickman Park to talk about a garden and was probably planning to discuss that.
Burke asks about using private spaces rather than parks for community gardens; this has not been discussed yet. There was an article in today’s Globe about urban farming. Burke would like to see private places, such as Pickman Condominiums, explored for use as community gardens. Tuttle says there has been discussion about using other spaces, but the advantage of the parks is that they have water already.
Applications for Rentals
Latin-American Festival - Lucy Corchado, former City Councilor, would chair the festival. Bollen describes previous festivals and says there has not been one in three or four years. There have been some changes that would need to be reviewed with her, mostly regarding fees.
Shea motions, and Burke seconds the motion to put Bollen in contact with the person heading the Festival re: changes, fees, etc. The motion passes unanimously.
3. FINANCE REPORT
Golf had a good month, after having three lower months; they were up $10,000 compared to last year, having made $43,000. They are down $5 or $6K for the year, but golf has not been this high in many years. Bollen is hoping it will do well in November and next month we will discuss fees; some people buy gift certificates for next year. The course closes Dec. 1st, weather depending.
The Witch House also had a great month. Chairwoman Everitt quips that it will be even better once they actually find ghosts there. The show [on the Travel Channel, that was filmed there] will run in December or January and Bollen will keep the Commission posted. He describes the show – Ghost Adventures, the Travel Channel’s most-watched show. Burke feels this was an unreasonable use of the Witch House but is in the minority. Bollen points out that the Ward house is actually the most haunted house in Salem, according to what people have told him.
Meters are being looked at. Leslie wonders why they were down so much in October and wonders why they were so high in 2008. It has to do with when they do the deposits, not actual usage. We have $27,000 right now and are considering improvements.
Winter Island is down; the store was at $1000, which is down $4 or $5K for the month. We still have other people covering for the manager and again, the figures have to do with timing. The job for Park Manager of Winter Island and Camp Naumkeag will be posted soon.
Capital Projects – We are in the same position as last month as far as capital goes. There is some funding coming in for playgrounds and the Common Fence. Lynn Duncan put in a grant for $5000 for a consultant, but won’t know if we will get it until March. They would like to start the fence earlier than that, as they don’t want to use the $50K allotted for it toward consulting and would rather put it toward the fence itself. Burke asks but the Commission did not vote to prohibit using the any of the $50K for a consultant. It is agreed, mostly, though, that a consultant should be hired even if for a small fee.
Shea opines that they should temporarily weld all loose parts so they don’t fall down. Burke says that Callahan’s idea to make more entrances and re-use those sections to repair others was a good one. Shea says that the biggest problem is that no one knows where to get parts, but Bollen says parts can be found; the main question is cost. No one wants to take the fence down but a cost estimate would be good to have. Burke would like to find out if there is a less expensive way to do the project; no contact has been made with any companies yet. Shea asks that if we don’t get the grant for consulting, how will we proceed? Bollen has the names of four fence companies that could work on this project.
Debate ensues over how expensive it is to actually make the fence; Tuttle says making molds might be an issue; but they would just take a section of fence to make a mold from.
4. SUPERINTENDANT’S REPORT
We have 1000 runners already signed up for the Turkey Race and Bollen is looking for volunteers to help out. The race starts at 8AM. They may hit 1500 runners so will need volunteers. There are many sponsors this year but most are small; sponsorship is down overall.
With regards to the Community Life Building (new Senior Center), progress is moving fast; they have met with the interior designer five times. Bollen outlines the location and size and what the building will house. Shea asks if they have broken ground; that will probably happen this month, at least ceremonially. He describes the debate over the kitchen, and if it will be a catering kitchen or full kitchen; a full kitchen would be three times as expensive; a catering kitchen would be less. As of now all meals are brought in. The new Center will have a fitness room, computer room and coffee shop. Bollen says that funding the inside may be difficult; they only have $400K They may work with corporate sponsors to get more funding. Still, nothing is final.
Elaine Bello, an interior designer who has done 9 other senior centers, was hired to do this one. He describes another Senior Center that is bigger and has a different setup. Bollen says we have 8000 seniors in Salem and describes the myseniorcenter program which keeps track of users; 2500 people use it. We also now have approximately 75 Hispanics that are members of the Senior Center.
5. PARKS & FACILITY
Bollen states that he will come back to Olde Salem Greens later in the meeting.
He would like everyone to think about Parks & Recreation appreciation awards; he has some recommendations but would like more input as far as groups or businesses that have contributed to the department. There are four areas of awards. He outlines who has been awarded in the past and some suggestions are made as to possible nominees.
Salem State College Fitness Projects at Forest River. A grant was written for a fitness/playground area at Forest River. The Commission gave preliminary approval previously and this is back on the table after having gotten bogged down at the University. They will come back again when they get the money. It is a playground with fitness stations. Burke thinks we should invite the Friends of Forest River Park to a meeting to discuss this. Bollen describes the area it would occupy and says it would be open to the public but that classes might also be held there.
The annual letter from the Mayor and Finance Dept. is presented. Officially the money belongs to the Commission but the City gives them a budget and they approve the appropriation request.
Burke motions and Shea seconds to approve the appropriation request from the Parks & Recreation Receipts Reserved Accounts for the next Fiscal year. The motion passes unanimously.
The Snowshoe Race will be on Jan. 8th, the same week as last year. If there is no snow it becomes a trail race, but fewer people show up. If people don’t have their own snowshoes they do have lenders; this is a growing sport. Dungeon Rock Racing helped put it together last year and will be helping out this year. There were 205 entries last year; an average one in New Hampshire draws only 75 people. Tuttle points out that there are special running snow shoes.
Burke asks if there would be any interest in having a concessionaire there for snowshoers, etc. only during snowy, busy times. Bollen thinks it is a possibility and the Commission agrees that it would open up that area to off-season use. Bollen says it would have to go in an RFP. Shea opines that it should be the same person as at Winter Island but we already serve refreshments afterward. The idea of using the golf course in the winter is very appealing, as is having concessions. Is it too late to explore this year? Shea asks if we could groom a course, but you need a snowmobile with an attachment.
The golf course with winter use is not publicized; there are people that use it even though it is not officially open, but the “no trespassing” signs have been taken down. Gates are closed in winter; Shea suggests opening gates for a couple of Saturdays over the winter. Tuttle says there were problems a couple of years ago with kids stealing golf carts, but now those are removed in the winter. Discussion continues about when the Course is open or could be open and how to go about this. Signage might include warnings that use of the course is at one’s own risk and there should also be signs to keep people off the greens, though they are usually covered by tarps and it is not an issue. Bollen will collaborate with the DPW to hammer out details about when to open and close the
gates and how to handle parking.
A motion to open the park gates on Saturdays and Sundays after the Golf course is closes in December is made by Burke, seconded by Shea, and passes unanimously. Hours are to be determined by Bollen and the DPW.
The Movie Fundraiser – Bollen says that 2 years ago a group did some filming all over Salem, including at the Willows, and he asked if we could do a Premiere here in our city. We had done this previously with a movie (Witch Hunt) that aired on the History Channel that had been also been filmed in Salem at the Witch House and Pioneer Village. It was big. We made $2500 or $3000 that night partnering with a nonprofit, who then gave the Commission a check.
This movie, Sunblocked, isn’t as big, but you can look it up online. It was premiered at Harvard and elsewhere, and it sold out. The movie is a romantic story and Parks & Recreation would like to partner with Friends Of Winter Island to premiere it. Tuttle asks about location; that is what is up for discussion. The Old Town Hall is suggested as an appealing venue. This could be done in December/January and could be used as a fundraiser.
We could sell beer and wine like at the previously mentioned premiere. Bollen thinks no motion is needed; he will just work with Tuttle to get this done. Burke suggests having a dividing screen to make the Hall smaller if fewer people show up, but no one is certain. Another option would be to do it downstairs.
Broad St. Playground – Bollen and Burke met with about 10 people to discuss building this playground; they will continue to meet but there was a lack of enthusiasm for the project. There is a core group of 5 people that would do the work but they may need to use prisoners to complete it. They will also ask the school to help with cleaning and maintenances.
RFP for Camp Naumkeag –the RFP is ready to go out; Bollen is hoping some of the money for this will go towards the pay for the Winter Island Manager Position.
The new Little League president has opted NOT to pursue Mack Park, as they would rather go through the Knights. The previous administration was excited, but not this one. Little League wants to stay with the Knights and the Mack Park Neighborhood Association doesn’t want to take the lead on this either. It would be nice to have someone there. Insurance is three times as expensive with no one in the house than with someone living there. Suggestions are welcome for groups that would be interested. The main cost would be utilities and handicap accessibility improvements.
DiBiasi Park –The build will take place within three weeks. as soon as it is done, there will be a dedication
Winter Island Master Plan Interview Process
Four consultant teams were interviewed for pone hour each; they recommended one company but price proposals have not been opened; The Planning Department and the Mayor ultimately approve the chosen consultant.
All were top notch with strong teams. Each had a specialty. They will have to do 3-4 public meetings; there is a group from Salem (the new Winter Island Mater Plan committee) that will be working with them. Burke asks if they will look at the wind turbine. Burke says the Commission feels it is an important feature and should be part of the Master Plan. We should have the MET tower data soon, in time for the Master Plan development. The applicants did bring up the Wind Turbine along with everything else, but they will let the public and the focus group decide what actually goes into the plan. A decision will be made soon.
Olde Salem Greens
The current manager is thinking of retiring; he won’t be back for another full year. Two RFP’s (for golf carts and concessions) must go out but also Bollen wonders what direction the Commission should take with regards to management.. Bollen seeks input and recommendations.
Debate ensues regarding the various options for golf course management. Other towns’ systems (namely Beverly and Lynn) are discussed. There are three basic options:
a) The City can hire a Golf manager.
b) A private Golf Company can be hired, or
c) A Commission could be formed to run the Golf course.
The details, advantages and disadvantages of each option need to be worked out. There is a question as to whether or not an RFP can be put out for a private manager even if the ultimate decision is to go another route. It is possible to put out the RFP to get an idea of the market for such a manager.
Shea feels that this will generate a lot of controversy. Possible advantages and disadvantages of each choice are discussed. For example, a private manager might be more accountable to the gains and losses of the course whereas a Commission would have nothing at stake, financially, should the course lose money.
Debate continues and possible arguments the Parks and Rec Commission may face are brought up. IT is pointed out that Olde Salem Greens is the least expensive golf course around. Ultimately it is also emphasized that this Commission needs more information and hard numbers before making any decision. Burke points out that there is a consultant’s report from two years ago that the Commission should see.
One factor to consider is that as Parks & Recreation, it is the Commission’s duty to provide such opportunities. Low fees raise revenue but not one is sure exactly what the numbers, especially the costs, are. Health insurance, Golf cart gas costs and water are not in the budget, for example. Also golf leagues take prime time spots, something that makes other golfers unhappy. It might not be unreasonable to raise rates even without privatization. Timing is an issue and Bollen asks if the Commission wants to read the report first, but a December RFP is too late. There is further discussion regarding the timing of the RFP and whether or not the Commission should vote before having read the aforementioned report. It is decided that Bollen will put together an RFP and
will make it suitable for Salem, then give it to the Commissioners. No vote is required at this time.
6. OLD/NEW BUSINESS
None.
A motion to adjourn is made by Shea, seconded by Burke, and passes unanimously.
The meeting ends at 8:50PM.
Respectfully Submitted,
Stacy Kilb
Clerk, Parks & Recreation Commission
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